Administrative Assistant 3

Department: Univ Enrollment
Salary/Grade: NEX/11

*Please submit a cover letter for full consideration.

Hours per week: 37.5

Job Summary:

Reporting to the Director of Administration and Finance, the Administrative Assistant 3 coordinates administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education, research, and/or operations. Creates and maintains associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events. Processes invoices, submits supply orders, audits expense reports, assists with event planning, and supports student and temp hiring for the seven departments within University Enrollment. You will join a collaborative department that celebrates innovative approaches in administrative work, and who find joy and pride in what we do.

Specific Responsibilities:

Accounting

• Approves appropriate expenses, purchases & reimbursements per budget.
• Creates & maintains financial records.
• Verifies appropriateness & accuracy of charges.
• Processes & reconciles expenses, accounting transfers, &/or appropriation changes.
• Updates financial transaction spreadsheets & databases.
• Generates summary reports & statistics.
• Processes invoices, purchase orders, supply orders, and correction journals.
• Audits expense reports per NU and division guidelines.

Administration and HR

• Assists with student and temporary staff hiring during peak seasons.
• Resolves hiring, termination, etc. processing problems.
• Maintains yearly administrative event and task calendar.
• Reviews contracts.

Coordination

• Coordinates travel arrangements.
• Organizes & coordinates events which may include creating timelines.
• Collects agenda items & background materials.

Misc.

• Sits at building reception one day per week (Fridays) to greet and direct visitors.
• Submits Facilities requests as needed.
• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• HS diploma or equivalent required.

Minimum Competencies: (Skills, knowledge, and abilities.)

• 4 years' administrative support or other relevant experience required.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Excellent writing, editing, and communication skills.

Preferred Qualifications: (Education and experience)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's degree or higher.

Preferred Competencies: (Skills, knowledge, and abilities)

• Creative, innovative, and highly organized.
• Collaborative spirit and sense of humor.
• Familiarity with Smartsheet and NU Financials.

Target hiring range for this position will be between $23.50-$25.50 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more .

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.